TRAVELER USER GUIDE. FICURMA SafeTravel Program. and the. Aon WorldAware Solutions Program

Transcription

1 TRAVELER USER GUIDE FICURMA SafeTravel Program and the Aon WorldAware Solutions Program Version Updated 12 th September, 2012

2 Contents ABOUT THE SAFETRAVEL PROGRAM... 3 What is the Saint Leo University SafeTravel Program?... 3 What is the Aon WorldAware Program?... 3 What is the Aon WorldAware Operations Center (AWOC)?... 3 Why do we need a program like the SaveTravel Program?... 3 How does the SafeTravel Program work?... 4 What s different about the high risk (Level 4 and Level 5) destinations?... 4 How does a traveler contact the Aon WorldAware Operations Center (AWOC) while they are traveling?... 4 Can Aon WorldAware Operations Center (AWOC) stop a planned trip?... 4 HOW TO ENTER AN INTERNATIONAL TRIP... 4 ADDING A LEVEL 1, 2 OR 3 TRIP... 6 HOW TO LOG ONTO THE TRAVEL MANAGEMENT SYSTEM (TMS) VIA RISK CONSOLE... 7 LOGGING OFF RISK CONSOLE... 9 VIEWING YOUR PROFILE RECORD WORLDAWARE TAB ADDING A LEVEL 4 OR 5 TRIP AUTHORIZED TRIPS ING A TRIP DETAIL RECORD QUICK SEARCH YOUR TRIPS Version Updated 12 th September,

3 Saint Leo University, in conjunction with FICURMA your institution s insurance company, has entered into an agreement with Aon WorldAware Solutions to provide you with help if emergency or problem occurs while you are traveling abroad. The following are some frequently asked questions that will help explain the SafeTravel Program. ABOUT THE SAFETRAVEL PROGRAM What is the Saint Leo University SafeTravel Program? The SafeTravel Program is Saint Leo University s response to providing a reasonable and effective standard of care for its faculty, staff and students when they travel internationally. It consists of an informational website (WorldAware), a web based training program, a crisis management center that is engaged 24/7, a group international health and accident policy, and a ability to respond to extra ordinary situations. What is the Aon WorldAware Program? This is a web-based program that provides information to our international travelers about the risk profile of the countries that they will be visiting and studying in by using the website WorldAware. It is backed by a contract with Aon WorldAware Operations Center (AWOC) which provides risk assessment services and crisis management expertise in the event that a member may need assistance while traveling. That service also administers your Saint Leo University s international insurance programs. What is the Aon WorldAware Operations Center (AWOC)? This is a professionally staffed center in Chicago, IL, USA, that constantly monitors the risk profiles of countries and makes that information available to its clients. It is also staffed with professionals that can advise travelers and come to their assistance if their circumstances warrant intervention. This center also acts as an intermediary between our members staff and the carriers that provide our various international insurance programs. Saint Leo University, through FICURMA, has a contract with this organization and center which provides the faculty, staff and students of Saint Leo University with a unique international telephone number and address with which to contact the center. This unique number identifies the caller as a covered member of Saint Leo University s SafeTravel Program. This allows the center to properly address the concerns of our travelers. Why do we need a program like the SaveTravel Program? Unfortunately, many countries in the world have become less safe places to travel, especially for North Americans that may be unfamiliar with the local customs and conditions of these countries. Additionally, the Standard of Care expected of universities, colleges and schools has risen to unprecedented heights as a result of recent natural and man-made events which places increased responsibilities on our members to inform their travelers of the risks associated with travel and to do what may be necessary to safe-guard these travelers. Version Updated 12 th September,

4 How does the SafeTravel Program work? Saint Leo University encourages its students, staff and faculty to use its travel web site to enter information about an upcoming international trip. This site contains a link to the WorldAware website to inquire about the current cultural, social, environmental and risk profiles of countries around the world. In addition to basic information, the WorldAware website provides a rating of the risk country s risk profile (from 1 to 5) that can be used to develop specific travel plans and or precautions. From this information the traveler can make informed decisions about their travel plans and their institutions can participate in the planning of institutionally sponsored trips. Once the traveler s plans are developed, the traveler can rate the planned travel s risk profile using the WorldAware site and notify their institution of their plans. Saint Leo University s travel policies may require that the traveler obtain additional training and/or information about their itinerary from an additional on-line resource (for risky destinations) or proceed with their travel according to institutional policies regarding international travel authority and reimbursement. What s different about the high risk (Level 4 and Level 5) destinations? In addition to the additional on-line training programs, the Aon WorldAware Operations Center (AWOC) will review the trip and advise the traveler and Saint Leo University about any specific travel related issues that may affect the safety of the traveler. This can include natural and manmade hazards, political unrest, security issues, etc. AWOC will have the traveler s supplied and telephone contact information (from the Travel Management System) and may contact the traveler with any relevant information that can affect the traveler s safety. In extreme instances, additional services may be provided by the institution and AWOC, such as suggestions to use periodic voice or electronic contact to maintain communication with the traveler. How does a traveler contact the Aon WorldAware Operations Center (AWOC) while they are traveling? In the event that traveler needs assistance, AWOC is available by telephone (24/7/365) with a unique telephone number that Saint Leo University s travel manager will supply you with before your trip begins. There is also an address: worldaware@aon.com (use your address that you have supplied with your travel profile) to communicate directly with AWOC. If the nature of the emergency requires additional support, AWOC may also involve a support person from Saint Leo University. Most routine situations, such as a lost passport, will be dealt with directly by the AWOC staff. Can Aon WorldAware Operations Center (AWOC) stop a planned trip? No, this service is being provided to assist the traveler and the institution with safe travel. In the event of a planned trip to an extremely risky destination, the AWOC staff will advise the traveler and the institution about the issues involved with the trip and may also suggest some precautions that could improve the risk profile of the trip. The decision to travel continues to rest with the traveler and the Saint Leo University. HOW TO ENTER AN INTERNATIONAL TRIP Begin by going to the following website and follow the instructions: Version Updated 12 th September,

5 This website will provide you with a link to the WorldAware website to help you determine the risk level of the country your will be traveling to. Follow the instructions on this website to help determine the risk rating of the country being traveled to and enter your trip details. Version Updated 12 th September,

6 ADDING A LEVEL 1, 2 OR 3 TRIP 1. Click on Saint Leo University s logo. 2. View the first of three pages with your Institution s name and unique phone number. 3. Select the next button which is the right facing orange arrow and fill out your trip details. 4. Review your travel summary, enter the anti-spam keyword and select the disc icon to save and submit your trip. Version Updated 12 th September,

7 HOW TO LOG ONTO THE TRAVEL MANAGEMENT SYSTEM (TMS) VIA RISK CONSOLE When along traveling to a level 4 or 5 country, you must log into the TMS to enter your travel data with specific information about your trip. Prior to logging onto Risk Console you will need a user id and password. To obtain your user id and password, click on the link provided in the section of the FICURMA SafeTravel website ( l/ficurma_travel_page.html) to generate an to worldaware@aon.com. Version Updated 12 th September,

8 When your is received by AWOC, your user id and temporary password will be sent via and will look like this: To access the TMS you need to log onto Risk Console at A pop up page will show: Enter the user name and temporary password provided in the from AWOC. On your first log in you will be shown the following agreement: Read and then select the Agree option to proceed. Version Updated 12 th September,

9 Enter your new password. Your password should contain an upper and lower case letter; a number or a symbol and should be a minimum of 8 characters. When you log onto Risk Console you will see the above. Read and understand both the Instructional and User Guide documents. LOGGING OFF RISK CONSOLE When you want to log off Risk Console select Log Off from the front screen. Caution: by only closing the window you are not automatically logged out of Risk Console. Version Updated 12 th September,

10 VIEWING YOUR PROFILE RECORD In the traveler profile section select your name The sections that are shown on this page are: Personal details such as contact details, next of kin details and alternate next of kin Passport details Personal details, such as duress questions, details of physical appearance etc It s important that you complete these details. The details on this page will be critical in case of an event. Please ensure that these are accurate. Once you have made any amendments to this record select the save button. Version Updated 12 th September,

11 WORLDAWARE TAB 1. The WorldAware tab allows you to search for your country s risk rating. 2. Select the Destination Speed Dial and filter the country name to view its risk rating and the Traveler s Situation Brief. 3. When travelling to countries with risk ratings 1-3 you may submit your trip by utilizing the short form HTML site through your Organization s designated safe travel webpage. 4. If travelling to a level 4 or 5 country, you must submit your trip through the Travel Management System as described below 5. Logging trips in different ways based on country risk ratings defaults to using the HTML site for 1-3 travels and the TMS for 4 &5 travels. If your Organization has adopted custom measures you may have to log your trips differently. If you are having trouble viewing the WorldAware tab, select the Custom Content button in the top left-hand corner then refresh your WorldAware tab via the browser refresh button. ADDING A LEVEL 4 OR 5 TRIP 1. Add a trip to a level 4 or 5 country by selecting Add Trip Details from the Traveler Console Tab. Version Updated 12 th September,

12 2. A new window will be opened; this is where you enter details of your trip. For each location you will be traveling to, select the start and end date 3. In the client/traveler section input your address from the drop-down menu. All records with drop-down menus can be tabbed into the drop-down field by typing at least three letters of the value desired then pressing the tab or the enter key. 4. The fields that are displayed in yellow or grey will be pre-populated or completed on save of the record. 5. Fields marked with a red asterisk are mandatory fields. 6. Fields that are within grids can be used either by using the arrows and scrolling through the options or you can enter part of the name and press enter. 7. You do not need to complete the trip in one session; you can save the trip details as Provisional and return to the form at a later date. 8. It is possible to re-open the saved trip via the all trip details section. The trip detail Version Updated 12 th September,

13 can also be accessed via the quick search that is on your front Risk Console screen. 9. Once you have completed your trip details please ensure that your trip status is confirmed, you submit your trip for review and you have agreed to the Safe Travel Policy wording. Then save your trip detail with the disc icon in the upper left hand corner. AUTHORIZED TRIPS Once you have submitted a trip, it will be reviewed by the WorldAware Operations team and your Risk Manager. Level 4 and 5 trips will need to be risk assessed by the Operations Center then approved by your Organizations Risk Manager. You will receive an that confirms if your trip has been authorized, or denied. To view your trip you can log into Risk Console and view the Risk Manager comments and the trip status. ING A TRIP DETAIL RECORD 1. To send your trip details, it must first be saved, then click on the letter icon at the top of the trip details page. 2. Fill out the first tab like any other client with the recipient s address, a subject line and a message body. The trip details will arrive as an attachment. Version Updated 12 th September,

14 3. In the second tab Preview you may edit what information gets sent by selecting the Edit Page button and de-selecting the check boxes next to the correlating fields. 4. When finished select Done, then send the by selectig the Send button Version Updated 12 th September,

15 in the bottom right hand corner. QUICK SEARCH YOUR TRIPS 1. On the front screen of Risk Console select Quick Search 2. The drop downs have been designed to allow you to conduct searches based on key fields contained on the trip record. 3. Once you have entered your search criteria, select run 4. The results will be returned in a new window 5. To select the trip you want to view, click on the trip detail 6. At the bottom right corner of the results window is an orange downward arrow this arrows you download the data as a csv file Downward orange arrow allows you to download data as a csv file Version Updated 12 th September,